Job summary Schoen Clinic York is pleased to offer an exciting opportunity to join and support our team as a Personal Assistant As a Personal Assistant you will provide administrative support to the Hospital Director and Senior Leadership Team within the hospital, ensuring their time is well-managed, supporting the smooth operation of the hospital and the effectiveness of the Hospitals Senior Leadership team. You will undertake a variety of administrative tasks including but not limited to diary management, meeting scheduling (preparation of meeting packs, agendas and supporting documents), maintaining action logs and taking meeting minutes which are circulated in a timely manner. Main duties of the job You will be required to track data and information daily to support the hospital's work, especially focusing on key performance areas such as complaints management and clinical governance. There will also be a requirement to support the HR team in the recruitment, induction and ongoing personnel management of Schoen Clinic York. You will have access and be exposed to confidential information including HR processes and must maintain professionalism and confidentiality at all times. Secretarial responsibilities to support the Hospital Director and Senior Leadership Team, such as diary management and coordination of meeting schedules and filing and maintaining the organisation of the Directors office and information systems Preparation and maintenance of agendas, meeting packs and action logs Transcribing and distributing minutes which are of high quality and suitable for submission to the commissioners Act as a gatekeeper of the Senior Leadership team office, filtering queries and highlighting those of high importance in a timely manner Monitor any delegated tasks ensuring accountability and that they are delivered on time. Ensuring that processes and procedures comply with legislative requirements, including Health & Safety, Data Protection and confidentiality. Take meeting minutes of HR related meetings onsite to support HR related processes Support to arrange and book meetings and meeting rooms and arrangements for the central HR team where appropriate. About us Our culture of world-class medical excellence is based on our five key values: Accountable: Taking ownership of the things I say and do Caring: Treating others as I would like to be treated Collaborative: Working together to make a winning team Courageous: Being proud to be different and challenge the norm Determined: Seeing things through to meet and exceed expectations Schoen Clinic York is a highly specialised Hospital for adults in the North of England. We are currently based on the ground floor of Minster Grange as an eating disorder hospital and since September 2024 we have expanded our services to cover the full building with other service lines such as Dementia care. We are situated just off Haxby Road which is 10 minutes drive from York Train Station and 4 miles from the A64. Date posted 17 February 2025 Pay scheme Other Salary £29,000 to £31,000 a year benefits Contract Permanent Working pattern Full-time Reference number E0231-YOR-ADMIN-010 Job locations Schoen Clinic Haxby Road York YO31 8TA Job description Job responsibilities You will be required to track data and information daily to support the hospital's work, especially focusing on key performance areas such as complaints management and clinical governance. There will also be a requirement to support the HR team in the recruitment, induction and ongoing personnel management of Schoen Clinic York. You will have access and be exposed to confidential information including HR processes and must maintain professionalism and confidentiality at all times. Secretarial responsibilities to support the Hospital Director and Senior Leadership Team, such as diary management and coordination of meeting schedules and filing and maintaining the organisation of the Directors office and information systems Preparation and maintenance of agendas, meeting packs and action logs Transcribing and distributing minutes which are of high quality and suitable for submission to the commissioners Act as a gatekeeper of the Senior Leadership team office, filtering queries and highlighting those of high importance in a timely manner Monitor any delegated tasks ensuring accountability and that they are delivered on time. Ensuring that processes and procedures comply with legislative requirements, including Health & Safety, Data Protection and confidentiality. Take meeting minutes of HR related meetings onsite to support HR related processes Support to arrange and book meetings and meeting rooms and arrangements for the central HR team where appropriate. Job description Job responsibilities You will be required to track data and information daily to support the hospital's work, especially focusing on key performance areas such as complaints management and clinical governance. There will also be a requirement to support the HR team in the recruitment, induction and ongoing personnel management of Schoen Clinic York. You will have access and be exposed to confidential information including HR processes and must maintain professionalism and confidentiality at all times. Secretarial responsibilities to support the Hospital Director and Senior Leadership Team, such as diary management and coordination of meeting schedules and filing and maintaining the organisation of the Directors office and information systems Preparation and maintenance of agendas, meeting packs and action logs Transcribing and distributing minutes which are of high quality and suitable for submission to the commissioners Act as a gatekeeper of the Senior Leadership team office, filtering queries and highlighting those of high importance in a timely manner Monitor any delegated tasks ensuring accountability and that they are delivered on time. Ensuring that processes and procedures comply with legislative requirements, including Health & Safety, Data Protection and confidentiality. Take meeting minutes of HR related meetings onsite to support HR related processes Support to arrange and book meetings and meeting rooms and arrangements for the central HR team where appropriate. Person Specification Experience Essential The successful candidate will have experience in a Personal Assistant role and prior experience working in a patient focused environment. A good standard of education including GCSEs in both Maths and English High attention to detail, organisational skills and effective prioritisation and time management skills Ability to work independently and hold a portfolio of work, and as part of a team Ability to exercise judgement as gatekeeper of the SLT office, evaluating enquiries and using initiative to solve or escalate appropriately Proficient in MS Office with the ability to adhere to company brand guidelines when producing documentation for circulation Person Specification Experience Essential The successful candidate will have experience in a Personal Assistant role and prior experience working in a patient focused environment. A good standard of education including GCSEs in both Maths and English High attention to detail, organisational skills and effective prioritisation and time management skills Ability to work independently and hold a portfolio of work, and as part of a team Ability to exercise judgement as gatekeeper of the SLT office, evaluating enquiries and using initiative to solve or escalate appropriately Proficient in MS Office with the ability to adhere to company brand guidelines when producing documentation for circulation Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Schoen Clinic Address Schoen Clinic Haxby Road York YO31 8TA Employer's website https://www.schoen-clinic.co.uk/ (Opens in a new tab)